Performing end-of-day tasks

This workflow document provides instructions for the tasks that should be done at the end of each day.

1. Reports

Viewing the day sheet

The day sheet displays charges, payments, adjustments, and unearned revenue for your organization, locations, and individual providers for a specified date range.

Important: Only one user per location can generate the day sheet at any given time.

To view the day sheet

  1. On the Home menu, under Reports, click (or tap) Day Sheet.

    The Day Sheet page opens.

  2. On the Day Sheet page, set up the following options:

    • Locations - The transactions and totals for the selected locations. Do any of the following:

      • Select the All check box to view transactions and transaction type totals for all locations in the organization. Or, clear the check box to not view transactions and transaction type totals for any locations in the organization.

      • Select or clear the check box next to the current location name to view or to not view the transactions and transaction type totals for that location.

      • Click Select Locations to select or deselect locations.

      • Only locations that you have access to are available.

    • Include Organization Summary - To view the organization's transaction type totals (the sum of the totals for all locations in the organization), select the check box.

    • Date Range - The date or date range of transactions to include on the report. Leave the current date selected, or select the desired date (today, yesterday, or a specific date) or date range (last 7 days, last 30 days, this month, or a custom range).

    • Report Type - The types of transactions to include on the report. Select whether you want to view the full report, only the payments received, or only the adjustments made.

    • Provider - The provider totals to include on the report. Click (or tap) a white space in the box to display a list. Then, select All providers to display totals for each provider in addition to the practice totals, None to not display totals for any provider, or a provider to view that provider's totals. To include totals for multiple providers, you must select each provider one at a time.

      Note: To remove the All providers item or a selected provider, click (or tap) the corresponding X.

    • Payment Tags - If the selected Report Type is Payments Only, and you are running the report for only one location, you can filter the report by payment tags. Only the tags that have been attached to payments are available. Do any of the following for any tag that you want to use to filter the report (as you click (or tap) a tag button, the status changes):

      • To include those payments that have a specific tag attached, click (or tap) the corresponding tag button as needed to make a green stripe appear on the left side of the button.

      • To include those payments that do not have a specific tag attached, click (or tap) the corresponding tag button as needed to make a red stripe appear on the left side of the button.

      • To include payments whether or not they have a specific tag attached, click (or tap) the corresponding tag button as needed to make the button not have a colored stripe, or do not click (or tap) the button if it already does not have a stripe.

    • Adjustment Tags - If the selected Report Type is Adjustments Only, and you are running the report for only one location, you can filter the report by adjustment tags. Only the tags that have been attached to adjustments are available. Do any of the following for any tag that you want to use to filter the report (as you click (or tap) a tag button, the status changes):

      • To include those adjustments that have a specific tag attached, click (or tap) the corresponding tag button as needed to make a green stripe appear on the left side of the button.

      • To include those adjustments that do not have a specific tag attached, click (or tap) the corresponding tag button as needed to make a red stripe appear on the left side of the button.

      • To include adjustments whether or not they have a specific tag attached, click (or tap) the corresponding tag button as needed to make the button not have a colored stripe, or do not click (or tap) the button if it already does not have a stripe.

  3. Click (or tap) Search.

  4. On the message that appears, click (or tap) Continue.

    Wait for the report to load. This can take from one to five minutes, depending on the date range.

  5. To print the report, click (or tap) Print.

Viewing and printing a deposit slip

The deposit slip includes cash, check, and credit card payments from patients and electronic funds transfers (EFTs) and check payments from insurance carriers. The deposit slip also displays totals for each type of payment.

To print a deposit slip

  1. On the Home menu, under Reports, click (or tap) Deposit Slip Report.

    The Deposit Slip Filter page opens.

  2. The date of the deposit slip is today by default, but you can change the date. To change the date, click (or tap) in the field, and then select a date or date range.

    Note: You can create a deposit slip for one of the pre-defined dates or date ranges, or for a Specific Date or Custom Range.

  3. Select the All check box to include all forms of payment on the deposit slip, or select the check boxes of only those forms of payment that you want to include on the deposit slip.

  4. Do one of the following:

    • Click (or tap) Preview to view the deposit slip before you create it as a .pdf file, and then click (or tap) Print.

    • Click (or tap) Print to generate the deposit slip as a .pdf file.

    Note: Depending on the date range of the report and the number of records that must be checked, it may take 1 - 5 minutes for the report to load. Please be patient. If you leave the page before the report loads, you will have to regenerate the report.

2. Clinical

Processing unsigned clinical notes

From the practice dashboard, you can view and sign the clinical notes that have not been signed by you that should have been. A clinical note is considered to be unsigned by you if you are the primary provider and have not signed it. A clinical is also considered to be unsigned by you if the primary provider (someone other than you) has signed it, but you are the additional provider and have not signed it.

To sign clinical notes

  1. Click (or tap) Home. On the practice Overview page (dashboard), click (or tap) the Unsigned column of the Clinical Note Tasks box. This column displays how many unsigned clinical notes there are that were entered today and during the previous 30 days. A clinical note is considered to be unsigned by you if you are the primary provider and have not signed it. A clinical is also considered to be unsigned by you if the primary provider (someone other than you) has signed it, but you are the additional provider and have not signed it.

    The Clinical Note Tasks page opens with the Unsigned tab selected.

  2. By default, the Date Range is set to display patients with unsigned notes for the last 30 days, but you can change the date range to filter the list as needed. Select Today, Yesterday, Last 7 Days, Last 30 Days, Last 180 Days, This Month (since the first day of the current month), or Custom Range (specify the Start Date and End Date, and then click, or tap, Done).

  3. Select a patient.

    On the right, the options for signing the corresponding clinical note appear. Under Sign Clinical Note for Patient [Patient Name], the procedures posted for the selected patient on the corresponding date appear for your reference. Also, the existing note appears for you to review.

  4. To edit the note before signing it, click (or tap) Edit Note. In the Clinical Note dialog box, do any of the following as needed: modify the assigned tooth numbers (Th), change the Provider; change the Date; select, or change the Additional Provider; and edit the Note text, and/or insert notes from Templates. You can sign the note before saving the changes (in which case, ignore step 5) or sign it later. Then, click (or tap) Save.

  5. To sign the clinical note on the Clinical Note Tasks page, select the Sign as [provider name] check box, enter your password in the box that appears, and then click (or tap) Sign Note.

    Note: The Sign as [provider name] check box is available only if a digital signature for the selected provider has been set up. Also, the Password box is available only if the Sign as [provider name] check box is selected.

  6. Repeat steps 3-5 as needed to edit and sign other clinical notes.

Entering clinical notes not entered

From the practice dashboard, you can create clinical notes that were not entered that should have been. A clinical note is considered to have not been entered if a clinical note with you as a provider has not been entered on the service date of a completed procedure with you as the provider.

To enter clinical notes

  1. Click (or tap) Home. On the practice Overview page (dashboard), click (or tap) the Not Entered column of the Clinical Note Tasks box. This column displays how many clinical notes were not entered today and during the previous 30 days that should have been. A clinical note is considered to have not been entered if a clinical note with you as a provider has not been entered on the service date of a completed procedure with you as the provider.

    The Clinical Note Tasks page opens with the Not Entered tab selected.

  2. By default, the Date Range is set to display patients without notes for the last 30 days, but you can change the date range to filter the list as needed. Select Today, Yesterday, Last 7 Days, Last 30 Days, Last 180 Days, This Month (since the first day of the current month), or Custom Range (specify the Start Date and End Date, and then click, or tap, Done).

  3. Select a patient.

    On the right, the options for entering a corresponding clinical note appear. Under Note Not Entered for [Patient Name], the procedures posted for the selected patient on the corresponding date appear for your reference.

  4. Click (or tap) Add Note.

    The Add Clinical Note dialog box appears.

  5. Set up the following options:

    • Th - To assign tooth numbers to the note, click (or tap) the Assign teeth link, select the applicable teeth, and then click (or tap) X.

    • Provider - The provider to associate with this note. Only providers who have access to the current location are available.

    • Date - The date of the note. Leave the current date selected, or click (or tap) the box to select a different date.

    • Additional Provider - A secondary provider (such as a hygienist) to associate with this note. To associate an additional provider with the note, select that provider; otherwise, leave [None] selected. Only providers who have access to the current location are available.

    • Note - The text of the note. Enter the note text, and/or insert notes from templates.

  6. If the note is complete, and if you are the selected provider or have permission from the provider, you can sign the note. To sign the note, select the Sign as [provider name] check box, and then enter the selected provider's or, if you are the provider, your Password. However, if the note needs to be finished later, or if the provider has to review the note, the note can be signed later.

    Note: The Sign as [provider name] check box is available only if a digital signature for the selected provider has been set up. Also, the Password box is available only if the Sign as [provider name] check box is selected.

  7. Click (or tap) Save.

  8. Repeat steps 3-7 as needed to enter and sign other clinical notes.

Resuming clinical notes in progress

From the practice dashboard, you can view and resume clinical notes that were started but that are still in progress. A clinical note is considered to be in progress if a clinical note with you as the provider was started from a template with quick-picks, and the progress was saved before all the prompts were responded to.

To resume clinical notes

  1. Click (or tap) Home. On the practice Overview page (dashboard), click (or tap) the In Progress column of the Clinical Note Tasks box. This column displays how many clinical notes were started today and during the previous 30 days that are still in progress. A clinical note is considered to be in progress if a clinical note with you as the provider was started from a template with quick-picks, and the progress was saved before all the prompts were responded to.

    The Clinical Note Tasks page opens with the In Progress tab selected.

  2. By default, the Date Range is set to display patients with incomplete notes for the last 30 days, but you can change the date range to filter the list as needed. Select Today, Yesterday, Last 7 Days, Last 30 Days, Last 180 Days, This Month (since the first day of the current month), or Custom Range (specify the Start Date and End Date, and then click, or tap, Done).

  3. Select a patient.

    On the right, the options for resuming the corresponding clinical note appear. Under Note in progress for [Patient Name], the procedures posted for the selected patient on the corresponding date appear for your reference. Also, any existing text that was entered for the note appears for your reference.

  4. To resume responding to prompts, starting from the one that was being displayed when the progress was saved, click (or tap) Resume Note.

    The Clinical Note dialog box appears and displays the applicable prompt.

  5. Finish responding to the prompts, and then click (or tap) Done.

  6. In the Clinical Note dialog box, do any of the following as needed: modify the assigned tooth numbers (Th), change the Provider; change the Date; select, or change the Additional Provider; and edit the Note text, and/or insert additional notes from Templates.

  7. If the note is complete, and if you are the selected provider or have permission from the provider, you can sign the note. To sign the note, select the Sign as [provider name] check box, and then enter the selected provider's or, if you are the provider, your Password. However, if the note needs to be finished later, or if the provider has to review the note, the note can be signed later.

    Note: The Sign as [provider name] check box is available only if a digital signature for the selected provider has been set up. Also, the Password box is available only if the Sign as [provider name] check box is selected.

  8. Click (or tap) Save.

  9. Repeat steps 3-8 as needed to resume and sign other clinical notes.

Note: You can also resume entering a clinical note from the following areas of Dentrix Ascend:

3. Claims

Creating claims

You can quickly create claims for procedures that are not attached to insurance claims. Also, you can edit any unattached procedure before you create a claim for that procedure.

Tip: You can create a claim for a patient's procedures while performing a patient checkout.

To create claims

  1. On the Home menu, under Insurance, click (or tap) Create Claims.

    The Create Claims page opens.

  2. On the Create Claims page, do one of the following:

    • To create claims for all procedures for all patients listed, leave the All check box at the top of the page selected.

    • To create claims for specific procedures for a specific patient, clear the All check box at the top of the page, and then, under the appropriate patient's name, select the check boxes of the procedures to include or the All check box to include all procedures.

    Note: For an unattached procedure to appear on the Create Claims page, the service date of that procedure must fall within the coverage dates of a patient's insurance plan, and that procedure must be marked as billable to insurance.

    Tips:

    • To edit a procedure before creating a claim for it, click (or tap) the procedure code link, make the necessary changes, and then click (or tap) Save.

    • To hide the procedures and show only the patient names, click (or tap) Collapse All.

    • To hide or show the procedures for a specific patient, click (or tap) the header with that patient's name.

  3. For the selected procedures, the associated diagnoses appear. You can have up to four ICD-10 codes per claim. If you have more than four, either remove ICD-10 codes from the claim (by clicking, or tapping, on the coresponding codes), or split the procedures between separate claims (clear the check boxes of the procedures that you do not want on this claim, so you can create one or more additional claims for those procedures).

    Note: Removing ICD-10 codes from a claim does not affect the corresponding procedures. All diagnoses remain attached to their corresponding procedures as currently posted in the patient's ledger and progress notes.

    If there are two, three, or four ICD-10 codes, select the one that you want to be the primary diagnosis.

  4. Select the Place of Service for the claims that will be created for the selected procedures.

    Note: You can change the place of service for a claim later if needed.

  5. Click (or tap) Create Claims.

    For each patient with procedures selected, separate claims are created for the service dates of the selected procedures.

    For example, Billy has six unattached procedures selected with varying service dates:

    • Procedure 1 - 10/10/2013

    • Procedure 2 - 10/10/2013

    • Procedure 3 - 11/11/2013

    • Procedure 4 - 11/11/2013

    • Procedure 5 - 11/11/2013

    • Procedure 6 - 12/12/2013

    Three claims will be created (one for procedures 1 - 2, one for procedures 3 - 5, and one for procedure 6).

Adding attachments to claims

You can attach a patient's perio exam and the images from a patient's document manager to a claim.

Note: Only .jpg/.jpeg files from a patient's document manager are valid for images that you want to attach to claims. You can attach only one perio exam to any given claim, but you can attach a perio exam to multiple claims. You can have up to a total of 10 attachments per claim.

Important: Henry Schein One maintains a database of supported payers. You can add attachments to claims only for insurance plans that are associated with supported carriers. However, if a payer does not accept electronic attachments, when you send a claim with attachments to that payer, the attachments will not be included, and the claim will have a status message that states that the attachments were rejected. If this is the case, you can mail the attachments to the payer separately from the claim. Alternatively, for payers that don't accept electronic attachments, you can print and mail the claim and attachments together.

To add an attachment to a claim

  1. On the Home menu, under Insurance, click (or tap) Unsent Claims.

    The Unsent Claims page opens.

  2. Click (or tap) a claim.

    The Claim Detail dialog box appears.

  3. Click (or tap) the Attachments tab.

    The options for adding attachments become available.

  4. Do any of the following:

    • Add images from the patient's document manager.

      Do the following:

      1. Click (or tap) Add From Document Manager. This button is not available if the payer for this claim is a non-supported carrier (a carrier that was manually added to your practice database not from the list of supported carriers that Henry Schein maintains; it has payer ID of 06126).

        The Add From Document Manager dialog box appears.

      2. Select the check boxes of the images that you want to attach to the claim.

      3. Select a classification/type for each selected image.

        Tip: If necessary, you can change the classification/type later by selecting a different option from the Classification/Type list on the Attachments tab.

      4. Click (or tap) Save.

    • Add the patient's perio exam.

      Do the following:

      1. Click (or tap) Add Perio Exam to view a menu that lists the dates of the patient's perio exams. This button is not available if the payer for this claim is a non-supported carrier (a carrier that was manually added to your practice database not from the list of supported carriers that Henry Schein maintains; it has payer ID of 06126) or if the patient does not have any perio exams entered in his or her record.

      2. Click (or tap) the date of the perio exam that you want to attach to the claim.

  5. Click (or tap) Save and then Cancel to save and close the dialog box.

Sending claims

You can send claims that were created previously but not submitted to insurance carriers.

To send claims (For one or more patients)

  1. On the Home menu, under Insurance, click (or tap) Unsent Claims.

    The Unsent Claims page opens.

  2. On the Unsent Claims page, select the check box of the claims that are ready to be sent. Claims displayed in the color green have a Ready status (all required information is present on the claim).

    Important: Fix the problems for claims with a yellow Warning status (information is missing from the claim but might not be required) and/or a red Needs Attention status (required information is missing from the claim) before attempting to submit the corresponding claims. To view and edit claim details, click (or tap) a claim.

  3. Click (or tap) Send Selected Claims.

4. Events

Scheduling events

You can schedule an event. The event can be a one-time occurrence or recurring.

To schedule an event

  1. On the Schedule menu, click (or tap) Calendar.

    The Calendar page opens.

  2. On the Calendar page, navigate to a day or week.

  3. Do one of the following:

    • Click (or tap) an open time slot. Then, click (or tap) Create Event on the panel that appears to the right.

    • On the Actions menu, click (or tap) Create Event.

    The Event Information panel opens.

  4. Enter a title and description; specify the operatory, date, and length; and set up the other options as needed.

    Set up the following options:

    • Title - The title that you want to have appear at the top of the event.

    • Description - The description that you want to have appear on the event.

    • Operatory - The operatory to which you want to assign this event. To not assign this event to an operatory (to make it a practice event), select None.

    • Provider - The provider who you want to attach to this event. To not attach a provider to this event, select None. Only providers who have access to the current location are available.

    • Date and duration - Do one of the following:

      • For an all-day event, specify the Date of the event. Then, select the All day Event check box.

      • For a partial-day event, specify the Date of the event. Next, enter the starting time of the event in the Start box. Then, adjust the Length of the event as needed by entering the correct number of hours and minutes in the hr and min boxes; the ending time of the event changes accordingly.

        Tip: You can enter a time using various formats. For example, you can type 08:30, 8:30a, or 8:30 AM; 8a or 8am; 13:30, 1:30p, or 1:30 PM; or 1p or 1pm.

    • Recurring event - If this event will repeat at regular intervals, select the Recurring event check box, and then set up the following options on the Recurrence tab:

      • Date Range - Enter the range of dates within which the event will repeat.

      • Type - Specify the pattern to use for the recurring event:

        • Weekly - It repeats every number of weeks you enter and on the days of the week you select.

        • Monthly - It repeats every number of months you enter; on the first, second, third, fourth, or last week of the month; and on the day of the week you select.

  5. Click (or tap) Save.

5. Appointment confirmations

Confirming appointments

You can use the Unconfirmed Appointments List to contact patients or households and remind them of upcoming appointments.

To confirm appointments

  1. On the Schedule menu, click (or tap) Unconfirmed Appointments.

    The Unconfirmed Appts page opens.

  2. On the Unconfirmed Appts page, navigate to the day or week for which you want to confirm appointments.

  3. Under Unconfirmed, as you go down the list of appointments, use the phone numbers and/or email address displayed for the primary contact person of each household to contact that household, and select the check boxes of the appointments for patients who you get confirmation from or leave a message for. You can also view a patient's completed patient forms and send a request for the patient to complete patient forms.

    Tips:

    • On the View menu, you can choose to view appointments by day or week. If you are viewing the list for a day, appointments are grouped by household and then listed chronologically. If you are viewing the list for a week, the appointments are grouped by date and then by household and then listed chronologically.

    • On the View menu, you can choose to view appointments for specific providers.

  4. Click (or tap) Confirm or Left Message.

    Confirmed appointments move from the Unconfirmed section to the Confirmed section, and their statuses change from "Unconfirmed" to "Confirmed." Appointments that you left messages for stay in the Unconfirmed section, but their statuses change from "Unconfirmed" to "Left Message."

Tips:

6. Appointment follow-ups

Following up with patients after visits

You can use the Patient Follow-up List to contact patients and follow up with them after their treatments. Appointments with the Needs Follow-up option selected appear in the Needs Follow-up section of the Patient Follow-up page until they are marked as having been followed up with from the Patient Follow-up page. This page also lists the appointments for patients who have been followed up with in the past seven days.

To follow up with patients

  1. On the Schedule menu, click (or tap) Patient Follow-up.

    The Patient Follow-up page opens.

  2. On the Patient Follow-up page, under Needs Follow-up, as you go down the list of appointments, use the phone number displayed to contact each patient, and select the check boxes of the appointments for patients who you are able to follow up with.

    Note: The appointments are listed in chronological order, but you can sort the list by any of the column headers by clicking (or tapping) a header.

  3. Click (or tap) Complete.

    The selected appointments move from the Needs Follow-up section to the Complete (Last 7 days) section.

Tips: